Outleap Limited

Privacy Policy

Outleap Limited (“Outleap” / “we” / “our” / “us”) is committed to protecting and respecting your privacy.

This Policy sets out the basis on which we will process your personal information, including through the Outleap Website.

Where we refer to the “Outleap Website” in this Policy, we mean the website which can be accessed at https://www.outleap.io, and where we refer to the “Outleap Platform” we mean the parts of the Outleap Website which you can only access if you have an account with us.

Please read this Policy carefully to understand:

  • what information we collect about you;
  • how we use and share that information; and
  • your rights and choices relating to that information.

Our contact details are at the end of this Policy (see ‘HOW TO CONTACT US‘ below).

TOPICS COVERED:

  • WHO WE ARE
  • WHO THIS POLICY APPLIES TO
  • SCHOOL AGREEMENT
  • OTHER TERMS WHICH APPLY TO YOU
  • INFORMATION WE COLLECT
  • HOW WE USE YOUR INFORMATION AND OUR LEGAL BASIS FOR DOING SO
  • SHARING / ENABLING OTHERS TO PROCESS YOUR INFORMATION
  • WHERE WE PROCESS AND STORE YOUR INFORMATION
  • KEEPING YOUR INFORMATION SECURE
  • RETAINING YOUR INFORMATION
  • UPDATING AND ACCESSING YOUR INFORMATION
  • YOUR RIGHTS
  • MARKETING
  • OTHER WEBSITES
  • CHANGES TO THIS POLICY
  • HOW TO CONTACT US

WHO WE ARE

Outleap is a company registered in England and Wales under company number 14277395 whose registered office is at 3rd Floor, 86-90, Paul Street, London, EC2A 4NE.

For our contact information, please see ‘HOW TO CONTACT US‘.

WHO THIS POLICY APPLIES TO

Unless we say otherwise, the terms of this Policy apply to:

“Students”, i.e. someone who uses the Outleap Platform to help plan and write their personal statement and to upload personal statement drafts for feedback;

“Teachers”, i.e. someone who uses the Outleap Platform in a teaching, administrative or supervisory capacity, for example, to view comments and recommendations provided on Students’ personal statements (and/or review those provided by other Teachers), and to review Students’ progress with planning and writing their personal statements; and

“Visitors”, i.e. someone who visits and uses the Outleap Website but who does not use the Outleap Platform.

SCHOOL AGREEMENT

If you are a Student or Teacher and have gained access to Outleap through your school or college, Outleap will have entered into an agreement with your school (“your School”) for the use of the Outleap Platform (the “School Agreement”). Please note that this agreement only applies to Students who are accessing Outleap through their school or college, and not to individuals who have signed up to Outleap independently.

OTHER TERMS WHICH APPLY TO YOU

This Policy refers to the following additional terms, which also apply to you:

  • the “Outleap Terms of Use”, which govern your use of the Outleap Website, including the rules you must follow when you use it; and
  • the “Outleap Cookie Policy”, which sets out information about the cookies we use in connection with the Outleap Website.

INFORMATION WE COLLECT

We collect the following personal information from and about you:

  • Information you give to us
  • Information your School gives to us
  • Information we collect about you from your use of the Outleap Website
  • Information provided by third parties
  1. Information you give to us

When you request a demo of the Outleap Platform, you must provide us with your name, e-mail address, and the name of your school.

When you send us a message, provide feedback or report a problem on the Outleap Website, you must provide us with your name and e-mail address.

When you complete a survey or questionnaire at our request, you may provide us with any personal information you include in your responses.

In addition, if you are a Student:

When you register and create an Outleap account, you must provide us with your name and e-mail address. You must also choose a password.

When you use the Outleap Platform, you may provide us with:

  • details of your education and academic performance (for example your achieved and predicted grades);
  • details of any further education and career opportunities which may be of interest to you (for example educational courses and further study (including college / sixth form and university), qualifications, MOOCs, open days, apprenticeships, training programmes and other similar opportunities); and
  • details you include in any other information you upload or submit (whether in an application, personal statement, essay or CV. For example, you may give us details of your interests and hobbies, as well as any goals or skills you wish to develop.

After you have left your School, you may provide us with your name, e-mail address, year of leaving your School, and details of any further education and employment you undertake or have undertaken (see SHARING / ENABLING OTHERS TO PROCESS YOUR INFORMATION for more details).

If you are a Teacher:

When you register and create an Outleap account, you must provide us with your name and email address. You must also choose a password.

  • When you use the Outleap Platform, you may provide us with:
  • records of your interactions with Students; and details about yourself, Students, other teachers and other relevant individuals which you include in any other information you upload or submit (for example in opinions, comments or recommendations you provide, items you add to Students’ lockers and tasks you require Students to undertake (whether or not these can be viewed by Students)).

2. Information your School gives to us

If you are a Student:

  • we will obtain details for your registration on the Outleap Platform from your School (including from your Teachers) (for example your name, form group and teachers);
  • we may obtain details of your education and academic performance, and prospective further education and career opportunities from your School (for example details of your ability and progress, your interactions, your attendance at your School, your level of achievement, which curriculum you follow, and your Teachers’ opinions, comments and recommendations for or about you (whether or not these can be viewed by you)); and
  • we may obtain from your School details of any further education and employment you undertake (for example any college or university you attend, course you study and employment you undertake).

As the provider of the Outleap Platform, we will store these details and may access them for example during troubleshooting or bug fixing. Separately, we may anonymise these details (meaning that they no longer identify you) and aggregate them with similar anonymised details of other Students to publish reports on how different groups of Students use the Outleap Platform and progress after they have left School (see ‘HOW WE USE YOUR INFORMATION AND OUR LEGAL BASIS FOR DOING SO‘ for further details.)

If you are a Teacher:

  • we may obtain details for your registration on the Outleap Platform from your School (including from Students and other Teachers) (for example the subject(s) you teach and the Students for whom you are responsible); and
  • we may obtain other relevant information about you from your School (for example records of your interactions with Students and any other information uploaded or submitted by Students and other Teachers (including in opinions, comments and feedback)).

3. Information we collect about you when you use the Outleap Website

If you are a Student or Teacher we will collect details about you from your activity on the Outleap Platform (for example, based on your use of certain tools), including:

  • the time and date of your access to and use of the Outleap Platform; the pages of the Outleap Platform that you visit and the order in which you visit them; the details of any tools you use on the Outleap Platform (for example, search tools) and any education provider that results from your searches; the links you access and any shortlists you create; your online and school identifiers; your year of graduation (for Students); and details of the country, and in some cases the city, town, village, or London borough, from which you visit the Outleap Platform (your Location). All this information is then aggregated, and it is anonymised after your account is deleted, so it cannot be linked to you.

Whether you are a Student, Teacher, or a Visitor (depending on the access restrictions on your device), we may also collect:

  • certain technical information, for example, the type of device you are using (including its unique device identifier), the internet protocol (IP) address used to connect your device to the internet, your login information, browser type and version (if applicable), operating system, and network information;
  • information about your use of the Outleap Website, including the full Uniform Resource Locators (URL), clickstream to, through and from the Outleap Website (including time and date), parts of the Outleap Website you viewed, response times, length of visits to certain parts of the Outleap Website, information about your device interaction with the Outleap Website (such as scrolling and clicks); and
  • certain cookies or other tracking technologies which are capable of identifying your device (see our Cookie Policy to understand which cookies we use).

4. Information provided by third parties

When you use the Outleap Website, we may receive information about that use from other companies who provide us with services in connection with it.

In particular, we use Google Analytics (a service operated by Google) to obtain statistics and insights that enable us to understand how you use the Outleap Website.

HOW WE USE YOUR INFORMATION AND OUR LEGAL BASIS FOR DOING SO

We collect information about you so that we can operate the Outleap Website effectively and provide you with the best possible service.

The information we collect and process depends on how you interact with us. It also depends on the choices you make, for example the features you use on the Outleap Website and the privacy settings you select on your device.

You may choose not to provide or allow us to collect certain information. If this is the case, you may not be able to use some parts of the Outleap Website (where we need that information for you to do so).

Outleap Limited uses the collected data for various purposes:

  • To provide and maintain our Service
  • To notify you about changes to our Service
  • To allow you to participate in interactive features of our Service when you choose to do so
  • To provide customer support
  • To gather analysis or valuable information so that we can improve our Service
  • To monitor the usage of our Service
  • To detect, prevent and address technical issues

For example, we process your email address and password as that allows you to have a unique account on Outleap in which to use and benefit from our Service. In this case, we are processing this data in order to perform our contract with you. If the contract is terminated, you are able to request us to stop processing and remove this data.

We also ask your name so that we can address you in a personal way, improving your experience of the Services. In this case, you have given us permission to use this data by agreeing to our Terms and Privacy Policy and supplying the information. You can withdraw your consent at any time whilst still being able to use our Service.

We ask for your phone number so that we can assist you with onboarding to ensure you get the most benefit from our Service.

To provide you with news, special offers and general information about other goods, services and events which we offer that are similar to those that you have already purchased or enquired about unless you have opted not to receive such information.

Where we need consent to use your personal information, we will clearly ask you for this – and you can withdraw that consent at any time. For example, we may ask you to positively opt-in to us sending you marketing communications when you first log in to your Outleap account.

If you have any questions or you need any further information regarding how we use your information, please contact us (see ‘HOW TO CONTACT US‘).

SHARING / ENABLING OTHERS TO PROCESS YOUR INFORMATION

When and why might you share my personal information with others?

If you are a Student or Teacher, we need to share some of your personal information with your School (including, as applicable, your Teachers or your Students). See below for more details.

In addition, whether you are a Student, Teacher or Visitor, in order to operate the Outleap Website and provide our services to you, we use carefully selected companies. In doing so, these companies may process your information.

We make sure that these selected companies take security measures to protect your information in line with our policies. We do not allow them to use your personal information for their own purposes and we only permit them to process your personal information as is necessary and in accordance with our instructions.

In some circumstances, we may need to share your personal information with a data protection regulator or in order to comply with the law or a legal process. We may also do so where we have another legitimate interest that is not outweighed by your interests and fundamental rights (for example, to maintain the security of our computer systems).

Who will you share my personal information with?

Students

We will share some of your personal information with your School (including your Teachers) so that you and they can use the Outleap Platform as intended. For example, your Teachers will be able to see some of your information, including your name, details of your course progression and any personal statement drafts you upload.

If your school has agreed for your school’s Outleap subscription to be paid or part paid for by another entity, for example an education foundation it belongs to, we may pass on to this entity information allowing it to assess how much you have used the platform.

Teachers

We will share some of your personal information with your School (including your Students and other Teachers) so that you and they can use the Outleap Platform as intended. For example, your Students may be able to see some of your information, including your name. We will also share any records of your interactions with Students and/or your opinions, comments or recommendations.

If you are a Student or Teacher:

  • when you complete a survey or questionnaire, our survey provider, e.g. Mailchimp, may collect certain technical information, including data about your device or browser (such as your geographic location based on your device IP address) and data about pages you’ve visited and files you’ve viewed on their website or app to analyse your usage patterns, and for troubleshooting and bug fixing, for example.

Our survey provider, e.g. Mailchimp, may also collect personal information contained in (or connected with) your survey or questionnaire responses, but this information will be aggregated and anonymised before being processed any further, so that it cannot be linked to you.

  • the information we share with your School may also be used by your School and by us for analytical purposes and to help your School use the Outleap Platform, for example, to give your School an impression of how it is supporting its Students.

Who else might obtain my personal information?

Whether you are a Student, Teacher or Visitor:

  • we use Google Analytics to obtain statistics and insights regarding your access and use of the Outleap Website (see Information provided by third parties). As the provider of that service, Google will receive certain information about that access and use. This is necessary so that we can understand how the Outleap Website is used in order to improve it; and
  • other companies who provide services to us may also access or receive some of your information. For example, we use the online LearnWorlds Ltd to help us design and build the Outleap Website.

WHERE WE PROCESS AND STORE YOUR INFORMATION

Your information, including Personal Data, may be transferred to — and maintained on — computers located outside of your state, province, country or other governmental jurisdiction where the data protection laws may differ than those from your jurisdiction.

We will only transfer your Personal Data to countries that the European Commission has deemed to provide an adequate level of Personal Data protection.

Additionally, we use specific agreements and standard contractual clauses with external third parties that are approved by the European Commission for the transfer of Personal Data to third countries. These specific agreements and standard contractual clauses ensure the same levels of Personal Data protection that would apply under the GDPR.

Your consent to this Privacy Policy followed by your submission of such information represents your agreement to these transfers.

Outleap will take all steps reasonably necessary to ensure that your data is treated securely and in accordance with this Privacy Policy and no transfer of your Personal Data will take place to an organisation or a country unless there are adequate controls in place including the security of your data and other personal information.

KEEPING YOUR INFORMATION SECURE

We have designed the Outleap platform keeping in mind the safety of your personal information. All information you provide to us is stored on secure servers. We have put in place technical and organisational measures to safeguard your information.

Unfortunately, the transmission of information via the internet is not completely secure. Although we will do our best to protect your information, we cannot guarantee the security of any information transmitted via the Outleap platform; any transmission is at your own risk. Once we have received your information, we will use strict procedures and security features to try to prevent unauthorised access.

If you are worried that your account or your information might be at risk (for example, if somebody else has found out your password), please contact us (see ‘HOW TO CONTACT US‘).

RETAINING YOUR INFORMATION

We will only retain your personal information for as long as is necessary to fulfil the purposes we collected it for, including for any legal, accounting or reporting obligations.

To decide how long we keep your information, we consider the type of information you give to us or which we collect, and how sensitive that information is. We also consider the risk of harm that might occur if the information went missing or if somebody used it in a way they were not supposed to, for example, and the reasons why we are using your information in the first place.

In some circumstances, we may anonymise your information, which means that it is no longer connected to, or about, you. If we do this, we may use this information without any further permission from you. Even if you ask us to delete your information, we may still need to keep it in a form that does not identify you.

We will keep your information for the following periods, unless we tell you otherwise (or you ask us to delete your information):

  • If you are a Student or Teacher, we will keep your information for as long as you continue to use the Outleap Platform. If you do not use the Outleap Platform for 4 years then we will delete your information. We hold onto your information for this 4-year period so that you can continue to access useful information, such as personal statements, after you (or the Students you teach) have left school.
  • If the School Agreement terminates, we may delete some or all of your information from the Outleap Platform. We will tell your School before we do so, so that you can download your information if you wish.
  • If you are a Visitor and you do not access the Outleap Website for one year, then we will delete your information.

We may keep certain information (for example, your name and email address) for longer periods than those stated above if you have agreed to us using it, for example, for keeping in touch about our products or services, or for our promotional purposes.

Please contact us if you would like further details on how long we keep your information (see ‘HOW TO CONTACT US‘).

UPDATING AND ACCESSING YOUR INFORMATION

If you are in the EU or UK, you have the right under EU/UK data protection laws to access personal information held about you, subject to certain conditions, and to ask for it to be changed or deleted.

If you would like to access or amend the personal information which we hold about you, or if you would like us to stop using your personal information, please contact us (see ‘HOW TO CONTACT US‘).

To learn more about the rights you may have in relation to your personal information, please refer to ‘YOUR RIGHTS‘.

YOUR RIGHTS

If you are in the EU or UK, you have the following rights with regard to your personal information:

  • Access. You have the right to obtain confirmation as to whether or not your personal information is being processed, and if it is, request access to that personal information (commonly known as a “data subject access request”). We will need you to prove your identity before we release any personal information to you. In addition, we will normally contact your School to let them know you have made a data subject access request.
  • Correction or deletion. You have the right to ask us to correct or delete any personal information that we hold about you (unless we have the legal right to retain it). You also have the right to ask us to delete your information where you have exercised your right to object to processing (see below).
  • Objection. You have the right to object to processing of your information where we are relying on a legitimate interest and there is something about your particular situation which makes you want to object to processing on this ground. You also have the right to object where we are processing your information for direct marketing purposes.
  • Restriction. You also have the right to restrict us from processing your personal information. You can ask us to temporarily stop processing information about you, for example, if you want us to establish that it is accurate or the reason for processing it.
  • Change of preferences. You can change your information processing preferences at any time. For example, if you have given your consent to us to provide additional education material and related tips, or news, etc, but have changed your mind, you can contact us using the details provided below or clicking the relevant link in any communication you receive (where this specifically relates to marketing messages, see ‘MARKETING‘).
  • Data portability. In some circumstances, you have the right to ask us to transfer a copy of the personal information we hold about you to someone else.

Please note that if you ask us to stop processing your personal information in a certain way or if you ask us to delete your information, and we need to use that information to provide the Outleap Website to you, then you may not be able to continue to use it. This does not include your right to object to direct marketing, which can be exercised at any time without restriction.

If you would like to exercise any of the rights mentioned above, please contact us (see ‘HOW TO CONTACT US‘).

The above rights do not apply to anonymised personal information.

No fee usually required to access your personal information.

You will not normally have to pay a fee to access your personal information (or to exercise any of the other rights set out above). However, we may charge a reasonable fee if your request for access is unreasonable or excessive. Alternatively, we can refuse to comply with the request.

What we may need from you

We may need to request specific information from you to confirm your identity and verify your right to access the information (or to exercise any of your other rights). This is another appropriate security measure to ensure that personal information is not disclosed to any person who has no right to receive it.

Right to withdraw consent

Where you have consented to the collection, use or transfer of your personal information for a specific purpose, you have the right to withdraw your consent for that specific processing at any time. To withdraw your consent, please contact us (see ‘HOW TO CONTACT US‘). Once we have received notification that you have withdrawn your consent, we will no longer process your information for the purpose or purposes you originally agreed to, unless we have another legitimate basis for doing so in law.

MARKETING

If you are a Student, as mentioned above we would like to send you information by e-mail and/or via notifications on the Outleap platform about services and opportunities from relevant third parties such as universities, other educational establishments, and other educational skills content we feel may benefit you.

We will ask whether you would like us to send you these e-mails and/or notifications when you complete your Outleap account registration and log in to the Outleap platform for the first time.

You can also manage your preferences by changing the privacy settings of your Outleap account.

We will not provide your personal information to any other third-party businesses for marketing purposes.

OTHER WEBSITES

The Outleap platform contains links to other websites. This Policy only applies to the Outleap platform, so when you link to other websites, you should read their own privacy policies.

CHANGES TO THIS POLICY

This Policy was last updated in May 2023.

We will update this Policy from time to time and will post any updates on this page. If you don’t agree with those changes, you can always stop using the Outleap platform and stop giving us any more of your information.

HOW TO CONTACT US

Outleap is the “data controller” of your personal information which is processed for the purposes set out in this privacy policy. This means that we are responsible for deciding how we hold and use personal information about you.

If you have any questions about this Policy or how we handle your personal information, please e-mail us at [email protected]. Alternatively, you can write to us at Outleap Limited, 3rd Floor, 86-90 Paul Street, London, EC2A 4NE.

Complaints

If, for any reason, you are not happy with the way that we have handled your personal information, please contact us at the address set out above.

If you are still not happy, you have the right to make a complaint to your local data protection regulatory authority.

You can contact the Information Commissioner’s Office using the link here: https://ico.org.uk/global/contact-us/.